Crossrail began working with Instant when they had 300 employees working across two offices in Central London. They wanted to bring all their staff together in one location, and have room to expand to a total of 500 desks. It had to be a cost effective, fixed cost solution, giving ongoing flexibility as the Crossrail Bill was passed through Parliament.

Instant identified a solution in Portland House, Victoria and to keep costs down ensured that changes to the existing occupier’s layout were kept to a minimum. The solution provided the two years flexibility required and ongoing additional ‘flex’ space, whilst also providing additional workstations at a reduced total budget.

Tina Bailey, Human Resources Director, said, “We had a highly challenging occupational brief, where we wished to find a property solution that gave us the flexibility of a two-years-term, while Crossrail focused on securing the necessary Parliamentary and Funding approvals required for this huge, landmark project to go ahead. We also wished to keep tight budgetary control of all our costs and mitigate existing property liabilities. All this needed to be delivered within exacting timescales and a tight property market.”

A leading London financial institution urgently needed space to accommodate a new project that was expected to last four years involving up to 400 staff. On top of this, the space needed to be located very close to their existing headquarters and as their own facilities team were already stretched, it was clear that they needed a partner to deliver a tailored solution very quickly.

Instant, working alongside the client’s acquisition agents identified a suitable building and worked up a solution that exactly matched their project timelines at an all-inclusive managed price that reduced their existing costs by over 25%. This proposal was accepted by the client and within six weeks contracts were signed and the space was delivered within 12 weeks, on time, budget and meeting the exact specifications of the client.

In 2006 the Met Police Property Services Team had a requirement for space in Central London to accommodate a new training programme for a trial period. The specification for the space and in particular the fit out was very detailed and had to be exactly matched by the solution. The Met Police spoke to Instant Managed Offices and it quickly became clear that the solution offered would be the only way for the property team to meet their internal customer requirements in terms of speed of delivery, an appropriate term and pricing.

Instant was able to source 20,000sq ft of office space direct from a building owner. Instant were also able to meet the demanding fit out specification, timing and budget requirements by using their established supply partners. All costs were spread over the term of the lease and so the property team did not need to seek approval for any capital outlay, which reduced the time it took for them to gain internal approval.

Network Rail considered self-delivery of a conventional lease and serviced offices before turning to Instant to deliver a Managed Office solution for a major Thameslink project team for the Blackfriars Station upgrade.

A Managed solution is perfect for construction-project office space as traditional acquisition routes take up extensive in-house management time, which is disproportionate to the length of term being taken. In addition to this, in Network Rail’s case, when completing an acquisition through traditional routes, including the management of the fit out and furnishings, strict corporate guidelines had to be adhered to that were developed for long term occupation of premises and that were consequently less cost effective when applied to short term occupational leases.

By contracting with Instant Managed Offices a turn-key solution could be delivered that was more appropriate for their project and timescale and consequently very cost effective for Network Rail. In addition, Instant Managed Offices were able to source space that was not being openly marketed, through their contacts with other occupiers and landlords, delivering a solution that Network Rail could not have provided themselves.

The excellent relationship forged between the Instant Managed Offices team and Network Rail during the Blackfriars project ensured that when Network Rail needed a project office for their refurbishment of Farringdon Thameslink Station they turned straight to Instant for a Managed Office to house 250 people for three and a half years.

The brief dictated that a facility must be adjacent to Farringdon Station, and provide flexibility towards the end of the term in case the project deviated from its schedule. Following the agreement of the brief with Network Rail, Instant identified former disaster recovery facilities within 20 Farringdon Road overlooking Farringdon Station. The space was not being openly marketed but Instant approached the occupier directly and was able to agree suitable terms.

A detailed layout and delivery timeline was agreed with the Network Rail user group which incorporated the provision of direct access to the station platform. Instant were even able to accurately replicate Network Rail’s corporate image in the offices within the budget, providing consistency between their core and project offices.

Linklaters had surplus accommodation in their new corporate headquarters, into which they wished to expand over a period of time. They had fitted out the office accommodation to their corporate high standards. They approached Instant to help them identify potential users of the surplus accommodation, whose requirements dovetailed closely with their own.

Using their knowledge of the market, Instant identified and approached Pinsent Masons, another large law company who were using short term accommodation solutions nearby pending resolution of their long term property strategy.

Instant helped the two companies structure an all inclusive managed deal that generated a good level of income flow for Linklaters, for a term that fitted in with their medium term strategy within the building. For Pinsent Masons, they benefitted from a first class all-inclusive environment, including fit out and facilities at a single fixed cost, which fitted in with their property strategy and reduced their ongoing short term office costs by 20%.

ViewSonic is a world leading visual display company who wanted to downsize their office accommodation and were considering taking serviced office space. ViewSonic contacted Instant who were able to provide them with a report on suitable serviced office properties in their search area on the same day. During the viewings of the shortlisted space it became clear to Instant that because of ViewSonic’s requirement to have their own branded reception and full supply and management of their own IT and telecoms packages, a Managed Office may provide a better solution for them, delivering on all their requirements without compromise.

Instant then used it’s unrivalled market knowledge to find an ideal space in Tower 42 in the City of London and to negotiate a very competitive deal, assisted greatly by Instant’s existing excellent relationship with the landlord. The cost savings that Instant were able to deliver, compared to ViewSonic’s original budget figures, enabled them to free-up resources that could then be dedicated to growing new areas of their business.

This infrastructure project team needed to be based as close to the development site as possible, with offices to accommodate 115 staff and 250 site workers for up to 7 years.

Instant were able to identify and secure off-market space across 5 floors of a building in Soho facing the construction site. This cost effective space in an unrefurbished building was ideal for this project team. The offices were fitted out to the complex specification agreed with the project team, as well as providing ample space for a ‘welfare area’ to allow for the construction workers to shower and change.

The specification included 95 workstations, 13 showers, 19 washbasins, 14 WC and 8 urinals, first aid room, locker room (76 lockers), boot wash, drying room and seated area for 36 persons. This was a capital intensive fit-out that was delivered to a very tight schedule.

By using Instant to find and manage the office, the client was able to focus on co-ordinating the project team to move in on time, and made significant savings in manpower and external consultants by outsourcing the whole process to a single supplier.

Network Rail needed an office for 400 people to use as swing space while they refurbished their permanent office space in George Stephenson House(GSH), York. Previously having occupied a Managed Office with Instant, Network Rail were aware of the clear benefits of the managed solution.

Instant identified a suitable space in Hudson House, York (neighbouring GSH) which was ideally located for their existing staff. No additional capital outlays were required meaning they could concentrate on the refurbishment of their permanent office.

Instant has taken a two year lease on behalf of Network Rail, which is one of the largest office lettings in York within the last three years. Furthermore, Instant managed the refurbishment, the ongoing relocation process and the facilities management for the duration of the lease.

The refurbishment was turned around in 6 weeks and Network Rail had full confidence in Instant to deliver the full turn key solution on time and within budget.

The team at this transport company needed an office for up to 20 people in order to relocate their administration staff while renovations were taking place to their current infrastructure.

Instant identified a suitable space in the E1 Business Centre in Aldgate and worked with the client and the landlord to agree a quick refurbishment programme. The offices were fitted out in accordance with the client’s specification, working closely with the landlord. Instant located a building 0.5 miles from their current offices, making it hassle free for staff and their clients.

This project has demonstrated that it is efficient and cost effective to take a Managed Office, even when the headcount is quite low. Instant were able to take on all of the hassle of co-ordinating the office move, leaving the transport company free to concentrate on their work.

This infrastructure project team needed space for approximately 140 staff over 7 years, but with the flexibility to extend the contract as necessary. Instant were appointed to provide a solution because of the speed required to deliver this project on time and their track record of achievement with this client.

They wanted to find an office as close to the construction site as possible and move in on a very short timeline. Instant identified an adjoining building which is ideally located for the project team, for both those who are office-based and for those working on the site.

A deal was struck that worked within the client's budget and the space was fitted out exactly according to their specification, including the provision of an extended ‘welfare area’ to accommodate showering and changing facilities for the construction team.

The specification included: 110 workstations, 8 showers, 14 washbasins, 8 wcs, 8 urinals, first aid room, locker room and a boot wash. This complex fit-out was completed to a very tight schedule; the deadline for occupation was met by phasing the fit-out over 2 stages to allow office staff to move in 2 weeks prior to the construction team.

The requirement

Having delivered Managed Offices for Serco previously, they tasked us with setting up and managing a new 300 person call centre facility in East Germany, to help them win a contract with Sky. The project involved identifying and leasing a suitable building in East Germany which would meet the client’s brief, then delivering a turnkey, cost effective and fixed price Managed Office. Importantly, the deal had to allow expansion into the facility on flexible terms and within demanding timescales.

The solution

Instant sourced the right office in Germany, leased it, fitted it out "on-brand" within eight weeks, and is managing it for Serco on a multi-year occupancy. Flexibility was incorporated, allowing “dovetail” phasing into the space, based on Serco’s changing requirements over time.

The benefits

• Instant's Managed Office solution was cost effective against self-delivery and there were no upfront capital costs, as Serco pay an all-inclusive quarterly fee to Instant.
• Instant's expertise, resources and management of the acquisition and fit-out process allowed Serco to concentrate on winning the deal with Sky.
• All Serco had to do on day one was move in and start working.

The requirement

US software company Causata needed to move their EMEA headquarters from serviced offices into a new, bespoke space in London and they didn’t want the rigmarole of finding and managing a property in a country they didn’t know. The space had to reflect the Causata brand and allow for flexible growth. And the solution needed to be cost-effective against both self-delivery and serviced office space options.

The solution

Four weeks after the lease was signed, Instant delivered Causata’s refurbished and fully fitted Managed Office, meeting their exact brief. Instant continues to take care of all the facilities management, leaving Causata to focus on being a leading software provider.

The benefits

• Instant’s cost-effective Managed Office solution saved Causata the stress of navigating the London property market themselves.
• Causata achieved a fast-tracked result by outsourcing the entire contract set up, fit out and office management to Instant.
• The front-end costs of occupation were amortised over the term, allowing Causata to achieve operational budgets.

The requirement

Macmillan asked Instant to source space close to its headquarters in Kings Cross, which were due to be renovated. To allow its existing wireless IT system to be connected, it was essential to find a temporary office with a line of sight to Macmillan’s existing campus. Additionally, they needed a solution which was cost-effective against both self-delivery and serviced offices – and they wanted it quickly.

The solution

With a swift turnaround essential, Instant delivered an ideally located, refurbished and fully fitted Managed Office, just two weeks after the deal was signed. Special "pods" – floor to ceiling pop up meeting rooms – were installed, which sped up delivery, look great and give Macmillian an option to quickly and easily revert back to open plan office space should their needs change. We continue to take care of all the facilities management, leaving Macmillan to focus on its core renovation project.

The benefits

• Macmillan achieved a fast-tracked result by outsourcing the entire contract set up, fit out and office management to Instant. As a non-core property requirement, we were also able to support a stretched internal resource by handling all elements of this project.
• Instant’s solution helped Macmillan in their quest to rationalise their UK estate, bringing staff across from their current office in Basingstoke and integrating within the King’s Cross office.
• There were no upfront capital costs, as Macmillan pay an all-inclusive quarterly fee to Instant.

The requirement

Network Rail asked Instant to establish project space for 50 people in Derby and to turn it around quickly, so they could start a project without delay. They needed bespoke fit-out and facilities management for the term of the project and for the office’s telecoms systems to be installed and maintained by us too.

The solution

Within three weeks of the signed Serviced Agreement, Instant delivered a fully fitted Managed Office, for which we provide ongoing facilities management and telecoms, leaving Network Rail free to focus on the project at hand.

The benefits

• Network Rail achieved a fast-tracked result by outsourcing the entire contract set up, fit out and office management to Instant.
• Instant’s Managed Office solution was cost effective against self-delivery.
• The front-end costs of occupation were amortised over the term, allowing Network Rail to achieve operational budgets.

The requirement

Having delivered serviced and managed offices to this international client previously, they turned to Instant when they needed to relocate headquarters to Victoria. The new space had to be prestigious and provide space for 120 people, as well as executive board and meeting rooms.

The solution

Instant sourced a Grade A building and quickly delivered the space with a high end, allowing the client to shift occupation seamlessly from their former Instant Managed office to their new premises. Instant continues to provide full facilities management, leaving the client free to focus on providing international services.

The benefits

• With the prestigious fit-out rolled into one all-inclusive quarterly fee, the client was able to achieve the high specification finish they wanted, while also meeting operational budgets.
• Instant secured the client a flexible 5 year lease term with a break after 3 – previously seen as "impossible" – in an area where 10 year leases are standard.
• The client achieved a fast-tracked result by outsourcing the entire contract set up, fit out and office management to Instant.

The requirement

Instant had previously placed Coffey in a serviced office on Baker Street; however, they wanted a workplace which would be more permanent and cost-effective, in a location where the move would minimise staff inconvenience and work disruption. And although they had their eye on a listed building, they didn’t want to have to work out the intricacies of adapting the space to meet business needs.

The solution

Three weeks after the agreement had been signed, Coffey moved into its new, fully fitted office with capacity for 40 workstations and three meeting rooms – in their preferred listed building just a few doors down from their original office. Instant continues to handle facilities management, leaving Coffey free to focus on its day to day business.

The benefits

• Instant provided all the technical and planning expertise, enabling Coffey to occupy the listed building it wanted, in the way it wanted.
• As an all-inclusive package with a fixed cost and no upfront capital outlay, the Managed Office presented an excellent longer-term – yet still flexible – option than Coffey’s former serviced office.
• Coffey achieved a fast-tracked result by outsourcing the entire contract set up, fit out and office management to Instant.